Google Drive, utilized by many companies, is an indispensable tool for file management and sharing, wouldn't you agree? However, when you want to share with members that you've uploaded a file, there's still room for improvement in efficiency. Therefore, this article will explain how to link Google Drive and Google Chat without code and automatically notify when a file is saved!Please read to the end.
Recommended for
・Those who are considering improving work efficiency with Google Drive and Google Chat.
・Those who want to be notified on Google Chat when a file is saved in Google Drive.
・Those who want to link Google Drive and Google Chat to prevent missing the sharing of file information.
For those who want to try it now
This article introduces a linking method using the no-code tool "Yoom." Difficult settings or operations are not required, and even non-engineers can easily implement it. You can start right away from the template below, so please give it a try!
When a file is created in Google Drive, notify in Google Chat.
How to Create a Google Drive and Google Chat Integration Flow
From here, we will introduce the flow of app integration using Yoom with images!
① My App Integration
First, log in to Yoom and select "My Apps" from the left menu. After the screen transitions, please click "+ New Connection".
Select the app you want to integrate, and by following the on-screen instructions to log in or sign in, the integration will be completed. Once registration is complete, an icon will appear in the list of My Apps. *Integration with Google Chat is only possible with Google Workspace. For details, please refer to here.
When a file is created in Google Drive, notify in Google Chat.
By using the above template, you can easily automate the process. First, open My Projects in Yoom and press "+ New Connection".
Next, press "Create from Template Gallery".
In the search box at the top right, enter and search for the template title (Notify via Google Chat when a file is created in Google Drive). Select the blue text "Try this template".
This completes the template copy process.
You may notice "!" displayed on the screen. Next, proceed with setting up each trigger to eliminate this error mark.
③ Setting Up Triggers
First, select "When a new file or folder is created" and enter the necessary information to set it up. Enter the account information (email address) to be linked.
"Next" will take you to the API connection settings screen for the app trigger. Set the trigger interval and click "Test". You can choose the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. Note that the available intervals may vary depending on the plan. In this case, the trigger interval is set to 5 minutes.
When you press Test, the test results will be displayed as shown below. Once you confirm that it says "Test Successful," scroll to the bottom of the screen and click "Save".
This will return you to the initial flow screen, where you can proceed with the "Send Message" section.
Similarly, enter the email address of the linked account. If there are no issues, press "Next".
Upon screen transition, the following items will appear. Set the required fields such as "Space Resource Name" and "Message Content". Once the setup is complete, press "Save" at the bottom of the screen.
This will return you to the initial screen, where you can confirm that the red "!" has disappeared. Note: If the error mark remains, there is an issue with the settings, so please review them as needed.
Once all settings are complete, you can activate the flow bot by turning on the trigger. Well done!
When a file is created in Google Drive, notify in Google Chat.
Other Automation Examples Using Google Drive and Google Chat
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Google Drive and Google Chat.
If you find something interesting, please give it a try!
Automation Examples Integrating Google Drive and Google Chat
You can create a folder in Google Drive when a specific message is sent in Google Chat, or convert an uploaded CSV in Google Drive into a new Google Spreadsheet and notify Google Chat. Additionally, it is possible to read files stored in Google Drive using OCR, check the content, store it in Google Spreadsheet, and notify Google Chat.
Read files stored in Google Drive using OCR, verify the content, store it in a Google Sheets database, and notify via Google Chat.
This workflow creates a folder in Google Drive when a specific message is sent in Google Chat.
■ Notes ・Please integrate Yoom with both Google Chat and Google Drive. ・Integration with Google Chat is only possible with Google Workspace. Please refer to the following link for details. https://intercom.help/yoom/ja/articles/6647336 ・The 'Branch' operation is available only in the Mini Plan or higher, and the AI operation is available only in the Team Plan and Success Plan. In other plans, the operations of the Flowbot will result in errors, so please be careful. ・Paid plans such as the Mini Plan offer a two-week free trial. During the free trial, you can use restricted apps and functions (operations). ・Triggers can be set to intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval differs depending on the plan.
■Overview This flow converts a CSV uploaded to Google Drive into a new Google Spreadsheet and notifies Google Chat. With Yoom, you can easily connect apps without programming.
■Recommended for: 1. Those who feel burdened by file storage ・Those considering automating the manual process of converting CSV files to Google Spreadsheets ・Those who want to streamline file storage and conversion
2. Those using Google Chat as their main communication tool ・Those seeking to facilitate information sharing with the team ・Those who want to efficiently notify team members about file storage and conversion
■Notes ・Please connect each of Google Drive, Google Spreadsheet, and Google Chat with Yoom. ・Branching is a feature (operation) available on mini plans and above. If you are on a free plan, the operation of the set flow bot will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations). ・Integration with Google Chat is only possible for Google Workspace. For details, please refer below. https://intercom.help/yoom/ja/articles/6647336
■Overview Are you finding it cumbersome to manually save to Google Drive the attachments of invoices and important documents received in Gmail? Handling them one by one takes time and can lead to mistakes such as forgetting to save. By using this workflow, when an email with a specific label is received in Gmail, attachments can be automatically uploaded to Google Drive, streamlining file management tasks.
■Recommended for - Those who spend time downloading and organizing attachments received in Gmail - Accounting personnel who want to centrally manage items such as invoices from business partners in Google Drive - Those who want to prevent mistakes such as omissions in manually saving files or putting them in the wrong location
■Notes - Please connect both Gmail and Google Drive with Yoom. - For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies depending on your plan. - Branching is a feature (operation) available with the Mini plan or higher. With the Free plan, operations of the configured flow bot will result in an error. - Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■Overview The workflow "After ending a meeting on Google Meet, convert the meeting content into minutes and notify on Google Chat" is a business workflow designed to facilitate follow-up after meetings. By automatically summarizing the content of meetings held on Google Meet into minutes and notifying on Google Chat, all participants can easily review the content.
■Recommended for - Leaders of teams implementing remote work - Those facing challenges in sharing and following up on meeting content as online meetings increase - Administrators of companies frequently using Google Meet - Those who want to efficiently manage multiple meetings and automate the creation and sharing of minutes - Project managers looking to improve team communication - Those who want to smoothly share information after meetings and facilitate project progress - Administrative staff spending time on creating minutes - Those who want to focus on other tasks by automating and reducing effort - Executives wanting to maintain consistency in information sharing - Those who want to create an environment where minutes are shared in a unified format across the team, allowing everyone to act based on the same information
■Notes - Please integrate Yoom with Google Meet, Google Drive, and Google Chat. - Integration with Google Chat is only possible with Google Workspace. For details, please refer to the following: https://intercom.help/yoom/en/articles/6647336 - AI operations for OCR or transcribing audio are features available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations set in the flowbot will result in an error, so please be careful. - Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). - The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. - For details on the file size that can be handled by triggers and each operation, click here - Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the shortest activation interval varies depending on the plan.
Yoom already has a variety of automation templates available, so you might find an automation flow that can be incorporated into your work. Be sure to check out the template list!
Benefits of Integrating Google Drive and Google Chat
1. Automatic Notification of File Creation
By integrating Google Drive and Google Chat, you can automatically receive notifications when a file is created. For example, if a new proposal is created within a project team, that information is smoothly notified to Google Chat, allowing all stakeholders to quickly share the latest information. This feature is particularly effective in the early stages of a project or when creating important documents. It helps prevent confusion due to delays in information sharing, leading to smoother progress.
2. Workflow Automation
By leveraging the integration of Google Drive and Google Chat, you can automate various workflows. For instance, you can automatically categorize files under certain conditions or include an approval process. This reduces the need for manual notifications and management tasks, making it more efficient. Automated workflows are particularly effective for repetitive tasks, saving time and effort while also reducing the risk of human error.
3. Centralized Data Management
Since documents and files stored in Google Drive can be easily shared and accessed in Google Chat, you should be able to check the same information in both apps. For example, by centrally managing project-related materials and meeting minutes, you can quickly find the necessary information regardless of which tool you use, allowing for a swift response. This centralized management facilitates smoother communication within the team and improves work efficiency.
Conclusion
This article introduced how to automatically send notifications when a file is created by integrating Google Drive and Google Chat. This app integration allows for smooth information sharing within the team, leading to improved work efficiency! With Yoom, you can achieve app integration without any specialized knowledge, using no-code. Additionally, by using templates, you can set it up even more easily, so be sure to try integrating Google Drive and Google Chat!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I have four years of experience as a supervisor in the BPO division of a publicly listed company and approximately three and a half years in editing and writing media articles. Due to the nature of my work, which involves handling outsourced tasks from other companies, I have had the opportunity to use a wide variety of applications. I still remember the moment I discovered Yoom while struggling to improve work efficiency, and how impressed I was by its ability to easily integrate different applications and create automated workflows. By leveraging my experience in media article creation, I am eager to clearly convey the appeal of Yoom and assist you in enhancing your work efficiency.
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